In this guide 6 sections
Track six things each month: sessions delivered, invoices raised against each PO, money still due, feedback scores by module, open coaching actions and past clients worth calling. They fit on one page. GullySystem can build a small system that holds them. A solo coach may manage with a calendar and an invoicing tool.
Sessions delivered against what was sold
A programme is sold as modules, days and cohorts. Each month, count what was delivered against that plan. Note sessions the client postponed and the new dates.
This count is the base for billing. It also shows when a programme has stalled on the client’s side. Raise a stalled programme with the L&D head early.
Invoices, PO terms and money still due
Corporate invoices usually need the PO number and your vendor code. Many also need attendance proof. One missing item sends the invoice back, and the wait starts again.
List every delivered session and whether it has been billed. Then list open invoices by age, with the person in accounts payable who holds each. Follow up on a fixed day every week.
- Delivered sessions not yet invoiced
- Invoices sent without a PO number or vendor code
- Open invoices by age and client
- Names in each client’s payables team
Feedback scores by module and trainer
Feedback forms collect scores, then sit in one sheet per workshop. Bring them together by module and trainer. A module scoring low across three clients needs rework.
Read the comments as well. Scores show where. Comments show why. Keep each score beside its cohort and date, so a year’s trend is visible.
Coaching actions and the next call
For one-on-one coaching, track each coachee’s goals, the actions agreed and the next call date. A coachee with no booked call drifts away easily.
Keep these notes private to the coach who wrote them. Read them before each call, not during it. The session then opens where the last one ended.
- Coachees with no next call booked
- Actions agreed and not yet reviewed
- Engagements nearing their final session
Past clients and repeat programmes
A company that ran a programme last year may want it for a new batch. Keep a list of finished programmes with end dates and the person who bought each. Review it monthly.
Pair that list with feedback. A well-scored programme is the natural one to offer again. Certificates sent promptly help too, since participants remember how a programme finished.
- Programmes that ended six to twelve months ago
- Buyers who have changed roles or companies
- Top-scoring modules worth offering again
Monthly training business review
A one-page review with six boxes: sessions delivered, unbilled sessions, open invoices by age, feedback by module, coaching actions due and past clients to call. Fill it on the same day each month. Over a year it shows which programmes earn and which come back.
Open a blank worksheet to printQuestions owners ask
Is this an LMS?
No. It handles the admin around programmes. Hosting courses, lessons and quizzes is an LMS job and separate work. A participant page with slides and recordings can be added, opened by a link.
Is custom software too much for a solo coach?
Often, yes. A calendar, a notes app and an invoicing tool may be enough for one person. A system starts to help once cohorts, POs and several trainers overlap.
Can invoices go to Tally or Zoho Books?
Yes. Invoices and receipts can go to Tally or Zoho Books, whichever your accountant uses.
Who can read coaching notes?
Only the coach who wrote them. Every access is logged with a name and a time.